Wedding Hotel Blocks 101

Planning a wedding means not only thinking about the timeline and logistics, but also about the guest experience from the moment they arrive. One of the simplest ways to make your wedding weekend feel smooth and stress-free is arranging a hotel room block. Whether you’re hosting a destination wedding or expecting out-of-town guests, a room block takes the guesswork out of where everyone should stay and helps keep your group together. As seasoned wedding planners we have put together a guide of everything you need to know about wedding hotel blocks.

What is a hotel block?

A hotel block is a set number of rooms that a hotel temporarily holds for your wedding, often at a special group rate. Think of it as reserving a “home base” for your guests so they can easily book a room without worrying about availability or inflated prices.

There are generally two types:

• Courtesy blocks - This means there is no financial commitment for you, the hotel will simply release any unused rooms by a cutoff date.

• Contracted blocks - This means you agree to reserve a minimum number of rooms for your guests. If the minimum number of rooms are not filled, you will be financially obligated to pay for them regardless.

Photographer: Matlock & Kelly

Why do I need a hotel block for my wedding?

A room block isn’t just convenient, it also helps improve the guest experience. Here’s why couples love them:

• Guaranteed availability: No scrambling during busy travel seasons.

• Consistent pricing: Your guests aren’t surprised by sudden price hikes.

• Keeps everyone close: Perfect for transportation plans, welcome parties, and those fun lobby reunions between guests.

• Simplifies communication: Guests know exactly where to stay, and planners (hi!) know where everyone is.

• Potential perks: Some hotels offer incentives like upgrades, shuttle service, or a complimentary night once certain booking thresholds are met.

Photographer: Matlock & Kelly

What are the steps to get a hotel block?

1. Estimate Your Needs
Think about how many out-of-town guests you have and how many nights people are likely to stay. It’s always better to start conservatively (10 ish), since you can often add more rooms later.

2. Research and Reach Out
Look for hotels near your venue and compare amenities, price points, and overall guest experience. Reach out to a few properties to ask about rates, availability, and block options. We always recommend having two hotel options, one at a higher price point that is a little nicer, and one at an average price point like your standard, Hilton, Marriot, etc.

3. Review the Terms Carefully
Pay attention to:

• Minimum room requirements

• Financial obligations

• Cutoff dates

• Cancellation policies

• Any added perks

This is where having a planner on your side makes everything easier, we help interpret the fine print!

4. Finalize the Block
Once you’ve found the right fit, the hotel will create a contract or courtesy agreement. You’ll receive a booking link or code to share with your guests.

5. Share the Details
Add accommodations to your wedding website and include all the essentials: hotel name, address, booking link, deadline, and any notes about transportation.

6. Follow Up as the Date Gets Closer
Check in with the hotel before the cutoff date to see if your block is filling up. If rooms are going quickly, request additional ones (if available).

Photographer: Matlock & Kelly

A hotel room block is one of the easiest ways to elevate your guest experience and it keeps your logistics smooth from start to finish. With a little planning (or with Before the Vows handling the details for you!), your guests will have a stress-free place to land and enjoy every moment of your wedding weekend.